Transaction Allocations
Debit and credit transactions can be offset against each other to determine the outstanding amounts. This feature is mostly used in Customer and Supplier transactions to identify which invoices have been paid and which are still outstanding.
In QuickEasy BOS the allocations can be managed from any linked transaction (e.g. from the invoice or from the customer receipt).
Settings
The Allocation features are disabled by default. A general setting is used to activate them.
Navigation: Main Menu > Setup > Settings
Accounting > Enable Customer and Supplier Allocations: Checkbox. If checked allocations are enabled.
Transaction Allocations
Relevant Fields:
- Outstanding: Indicates the amount that has not been allocated.
- Allocation (button): Opens an interface to allocate the transaction.
Allocations Interface
Buttons Explained
| Button | Description |
|---|---|
| Arrows | Navigates between transactions and shows the allocations for the transaction it scrolled to. Warning: When closing the allocation popup whichever transaction was scrolled to remains open. |
| Allocate | > Allocate by Outstanding: Moves all the selected entries to the Allocated section. > Allocate and Update Transaction Total: Moves all the selected entries to the Allocated section and changes the transaction amount to match the allocations. Entries can also be moved one at a time using this feature. The transaction amount is changed to reflect the total in the Allocated column. |
| Menu | Layout |
| Save | Saves the allocations. However, allocations are automatically saved. It is only necessary to click Save (button) if the allocation amounts are changed. |
| Remove | Removes the allocations. |
Outstanding Fields Explained
| Field | Description |
|---|---|
| ID | The system-generated number for the entry. |
| Trans No. | The transaction code and number, colour-coded to match the transaction’s status. |
| Date | The transaction date. |
| Reference | The transaction’s reference. |
| Total | The transaction’s total amount. |
| Allocated | The amount that has already been allocated. |
| Outstanding | The total amount on the transaction that has not yet been allocated. |
| Widget | A submenu that can also be accessed by right clicking an entry with the following options: – Allocate: Moves the entry to the Allocated section. – Open Transaction: Opens the original transaction. |
Allocated Fields Explained
| Field | Description |
|---|---|
| ID | The system-generated number for the entry. |
| Trans ID | The transaction’s ID number. |
| Trans No. | The transaction code and number, colour-coded to match the transaction’s status. |
| Date | The transaction date. |
| Reference | The transaction’s reference. |
| Total | The transaction’s total amount. |
| Outstanding | The total amount on the transaction that has not yet been allocated. |
| Allocated | The amount that has already been allocated. |
| Widget | A submenu that can also be accessed by right clicking an entry with the following options: – Remove Allocation: Moves the entry to the Outstanding section. – Open Transaction: Opens the original transaction. |
How to Allocate a Single Entry
- Ensure the transaction can be edited (i.e. the transaction’s Status must allow editing). Change the status if necessary.
- Click Allocation (button) to open the allocations interface.
- If there is only one transaction to be allocated and the amount is correct, double-click the transaction to move the transaction from the Outstanding section to the Allocated section.
- Close the popup.
- The outstanding amount on the original transaction will have changed.
- Complete the transaction as needed (e.g. change the status to complete).
How to Allocate a Payment to Multiple Transactions
In this example, a payment is allocated to invoices. However, credit notes can be allocated to invoices using the same procedure. If activated from an invoice, the list of outstanding entries are unallocated credit notes or customer receipts.
- Ensure the transaction can be edited (i.e. the transaction’s Status must allow editing). Change the status if necessary.
- Click Allocation (button) to open the allocations interface.
- Hold down the Ctrl key and click each of the invoices that the payment must be allocated to.
- Click Allocate (button) > Allocate by Outstanding.
- The invoices that were paid are moved to the Allocated section.
- Close the popup.
- The allocated amount on the transaction will have changed.
- Complete the transaction as needed (e.g. change the status to complete).
How to Change the Transaction Amount
This process changes the transaction total to match the allocations. For example, if all the outstanding amounts are going to be written off as a discount.
- Ensure the transaction can be edited (i.e. the transaction’s Status must allow editing). Change the status if necessary and if you have the required permissions.
- Click Allocations (button) to open the allocations interface.
- Hold down the Ctrl key and click each of the invoices that the payment must be allocated to.
- Click Allocate (button) > Allocate and Update Transaction Total.
- Note: You can also use this feature and click each invoice separately. The transaction total is updated to match the total allocations.
- Close the popup.
- Complete the transaction as needed.
How to Change the Allocation Amounts
Even though the unallocated portions are moved back to the Outstanding section, none of the features (double-clicking or Allocate button) work on those amounts. You must either edit the amount in the Allocation section or remove all the allocations and re-allocate the entries.
- Ensure the transaction can be edited (i.e. the transaction’s Status must allow editing). Change the status if necessary and if you have the required permissions.
- Click Allocations (button) to open the allocations interface.
- Hold down the Ctrl key and click each of the invoices that the payment must be allocated to.
- Click Allocate (button)> Allocate by Outstanding.
- Edit the amounts in the Allocated column by overtyping them. For example, if a customer receives a settlement discount, each payment should be reduced by the discount amount.
- Click Save (button).
- Close the popup.
- Complete the transaction as needed.
- Create an additional transaction for the discount (i.e. the amount outstanding).
Foreign Currency Allocations Explained
- Foreign currency allocations are done the same way as the local currency allocations.
- The interface allows you to switch between the local and foreign currency using the radio buttons on the top row.
- Allocations in the foreign currency usually do not match allocations in the local currency due to exchange rate fluctuations.
- The transaction’s foreign currency may show an underpayment while showing an overpayment in the local currency and vice versa.
- Always use the transaction’s currency (i.e. the foreign currency) to determine if an amount is still due.
- The currency displayed in the Currency column is the transaction’s currency, not the allocation’s currency.
